Voice AI Call Recording Disclosure

01

Introduction

This Call Recording Disclosure explains how Kinto Creative Ltd handles the recording, monitoring, and processing of telephone calls made through the voice AI receptionist service.

02

Call Recording & Monitoring

Calls may be recorded, monitored, or transcribed for purposes including:

• Service delivery and call handling
• Quality assurance and improvement of that client's own AI agent
• Record-keeping and verification
• Security and fraud prevention

Call recording may include both audio and associated metadata.

03

Legal Basis for Recording

Call recording is carried out in accordance with the UK GDPR and Data Protection Act 2018, on the basis of:

• Legitimate interests: service quality, the performance of that client's own AI agent, and security
• Contractual necessity: where recording is required to deliver the agreed service
• Consent: where applicable or specifically required

04

Automatic Disclosure to Callers

Every call answered by the voice AI service opens with a spoken notice that the call may be recorded and handled by an AI system. This happens automatically, on every call, and requires no separate action from the client.

05

Use of Recordings

Recorded calls and transcripts may be used to deliver and operate the voice AI service; improve the accuracy and performance of that client's own AI agent; resolve disputes or verify interactions; and comply with legal obligations.

06

Data Storage & Retention

Call recordings and transcripts are kept on the Company's voice AI platform for 14 days from the date of the call, after which they are automatically deleted. The provider that generates the AI's responses keeps the text of each conversation for up to 30 days under its standard policy, and addresses looked up during a booking are kept by the postcode lookup provider for up to 28 days. Text messages the service sends and receives, such as booking confirmations, reminders, and customers' replies, are kept by the telephony provider for 13 months.

Termination of the service does not trigger immediate deletion of data already within these periods. It is deleted in the normal course, on the same cycle. Bookings the AI makes are stored in the client's own Google Calendar and kept for as long as the client keeps them.

07

Third-Party Processing

Call recordings may be processed by third-party providers including telephony platforms, AI processing systems, and cloud storage providers. The providers currently used are listed in the Data Processing Agreement. Such providers are required to process data in accordance with applicable data protection laws.

08

Data Subject Rights

Individuals may have rights regarding their personal data including access, correction, and deletion, subject to applicable laws. Requests should be directed to the relevant data controller, typically the client.